Health and Safety Policy
1. GENERAL STATEMENT OF POLICY
1.1 Our statement of general policy is:
• to provide adequate control of the health and safety risks arising out of our work activities
• to consult with our employees on matters affecting their health and safety
• to provide and maintain safe plant and equipment
• to ensure safe handling and use of substances
• to provide information, instruction and supervision for employees
• to ensure all employees are competent to do their tasks, and to give them adequate training
• to prevent accidents and cases of work-related ill health
• to maintain safe and healthy working conditions
• to review and revise this policy as necessary at regular intervals.
2. RESPONSIBILITIES
2.1 Overall and final responsibility for health and safety in the Council and for compliance with the Health and Safety at Work Act 1974 and Regulations and codes made under the Act and the Occupiers Liability Act 1984 is that of the Parish Council of Deeping St James. The Clerk is responsible for this policy being carried out at all the Council's premises and the Assistant Clerk will be responsible as his/her deputy.
2.2 The Parish Councils premises are the following areas:
Leased office at The Institute 38 Church Street
The Cemetery off Hereward Way
Woody Heights Skate Park and MUGA off Linchfield Road
Leased land known as Millennium Wood off Spalding Road
Leased land known as The Allotments, Hall Meadow Road, Deeping St James
The Village Cross and Lockup, Eastgate, Deeping St James
2.3 All employees have the responsibility to co-operate with the Parish Clerk to achieve a healthy and safe workplace and to take reasonable care of themselves and others.
2.4 Whenever an employee notices a health or safety problem which they are not able to put right, they must tell the Parish Clerk.
2.5 Consultation with employees is provided by immediate day to day discussion with the Parish Clerk.
2.6 The Accident Record Book is kept in the parish council office at The Institute.
3. FIRST AID
3.1 First Aid boxes are located as follows:
Box 1: The parish council office at The Institute.
Box 2: The kitchen at The Institute. (The property of DSJUC).
Box 3: The Maintenance Workers vans.
3.2 Appointed persons responsible for boxes are:
Box 1: The Parish Clerk.
Box 2: DSJUC Clerk.
Box 3: The Maintenance Workers.
4. TRAINING
4.1 The Parish Clerk is responsible for organising all training that is required.
5. EMPLOYMENT OF CONTRACTORS
5.1 Copies of agreed Contracts and associated notes to be given to contractors are kept in the office at the Institute.
5.2 Evidence of Public Liability Insurance cover is required from Contractors prior to any work being carried out.
6 REPORTING AND RECORDING ACCIDENTS
6.1 The Parish Clerk will record reported accidents in the Accidents Record Book.
7 SMOKING
7.1 Smoking is not allowed in offices and the Parish Council vehicles.
8 VEHICLES
8.1 Vehicles will be used in accordance with “Conditions of use for Company Vehicle” and
a copy of the users driving licence will be provided to the Clerk
8.2 The Clerk to be responsible for authoring all vehicle usage.
9 SPECIFIC POLICIES
9.1 Policies for particular premises and activities are below -
ANNEX 1 – OFFICES
HEATING, LIGHTING AND VENTILATION
Temperature must reach a minimum of 16 degrees Celsius after the first hour of working time and be maintained at that temperature throughout the working day.
Free standing heaters must not be used unless specifically authorised. When these are so authorised, they must comply fully with Fire Regulations and the area around them must be kept clear of any paper or other flammable materials, and be sited away from desks and chairs, if possible.
Office lighting. Desks should be placed to gain the maximum amount of light. Free-standing desk lights should be avoided or placed so as to minimise the danger of trailing electrical leads.
ELECTRICAL EQUIPMENT
All electrical equipment shall be inspected in accordance with the Electricity at Work Regulations 1989 (SI 1989/635) and electrical certificates shall be obtained on all Council occupied premises by the Landlord.
Mains must not be overloaded. It is important that the correct socket outlet and plug top face (where these are available) is used for each item of electrical equipment.
13-amp plugs can be used for appliances with a loading capacity maximum of 13 amps. Plus, fuses must be fitted to suit current load of the equipment being used, e.g. desk lamp, calculator, typewriter: 3-amp fuse; 2-bar heater, kettle: 13-amp fuse. Fuses are available with ratings of 3, 5, 7, 10 and 13 amps. The current load is normally shown on the item of equipment. When in doubt, do not guess, seek qualified advice.
Only electrical equipment provided by the Council should be used and electric points must not be overloaded by means of multi-adaptors. All mains should be switched off when not in use, and plug tops removed from sockets overnight and at weekends, where possible.
Leads from points for various desk uses should not present a hazard by trailing across areas of access. Extension leads are for temporary use only and should not exceed 10 feet (3.05 m) in length.
Defective equipment must never be used. Staff should not attempt to effect repairs to electrical equipment, unless competent to do so.
FURNITURE, FITTINGS AND EQUIPMENT
Heavy equipment and furniture must not be moved by individuals.
Office equipment whether manually or electrically operated, must not be used by unauthorised, untrained personnel.
Filing cabinets should always have sufficient weight in the bottom drawer to prevent the cabinet from tipping when a full top drawer is opened. Filing cabinet and desk drawers must always be closed immediately after use. Drawer filing cabinets should be inspected at least every six months to ensure correct loading and smoothness of operation, with particular regard to the effectiveness of the drawer stops. Damaged or defective cabinets must not be used.
High shelves should only be reached through the use of steps provided for that purpose. It is dangerous to stand on desks and chairs, particularly those fitted with castors and this should be avoided at all times.
FIRE SAFETY AND PRECAUTIONS
All staff must be fully conversant with the "Fire Alert" system displayed in the offices.
Exit corridors, landings and stair cases must be kept clear from obstructions at all times.
Notices shall be displayed giving directions for the evacuation of buildings in the event of fire.
Flammable materials must not be stored, even for a temporary period, in the offices or corridors, unless the storage is in a fire-resistant structure such as a metal cupboard or bin, clearly marked "Flammable Materials".
Waste paper bins must be of metal construction and be emptied weekly.
Fire extinguishers shall be visually inspected monthly in the Institute by the Parish Clerk. Fire extinguishers shall be maintained annually organised by the Landlord.
The fire procedure at the Institute shall be tested at regular intervals by the landlord.
ANNEX 2 - GROUNDS MAINTENANCE
Only contractors or authorised members of staff, who have received training and instruction in the operation of machinery and equipment, may do so.
All dangerous moving parts of machinery must be guarded. Guards must not be removed except for the purpose of repair and maintenance. All machinery must comply with statutory regulations for guarding and use.
The engines of any motorised equipment must be stopped before any inspection or adjustment is carried out. In the case of electrically operated machines the plug lead must be disconnected.
Children must not be allowed to play in an area where machinery is in use. Machinery must not be left unattended where children (or others) may interfere with them.
Stones and similar objects must be cleared from the path of equipment to prevent such objects being projected from machinery, where possible.
Fuel tanks must only be filled in the open, with the engine stopped. No risk of naked flames or smoking is allowed in the vicinity of a fuel tank or storage can. Fuel may only be stored in a safety can of a type approved, and in a store designated by the Fire Officer.
The manufacturer’s instructions regarding the safe use of chemicals must be adhered to.
Appropriate protective clothing such as gloves and overalls, face masks and boots must be used when operating with machinery and chemicals including herbicides and pesticides.
Ladders and stepladders must be in good condition and free from defects and securely positioned at all times when in use.
Pathways on parish council owned premises shall be inspected annually.
ANNEX 3 – USE OF COMPANY VEHICLES
1. Company vehicles are to be used solely for business purposes and are not to be used for personal reasons.
2. Company vehicles should be cleaned internally and externally at regular intervals.
3. Maintenance checks should be carried out weekly with findings recorded onto sheets provided. These sheets should be handed to the office monthly.
4. Mobile phones should not be used whilst driving Company Vehicles.
5. You are responsible for the security of the vehicle while it is in your possession. Personal tools and equipment should not be left in vehicles overnight. Personal tools are not covered by company insurance.
6. Any damage to the vehicle or by the vehicle must be reported immediately and an incident report completed.
7. In the event of an incident or accident you must inform the office as soon as you are able to do so safely. Details of what happened, when, who was involved, relevant contact details including any witnesses and emergency services involved should all be noted and passed back to the office.
8. Any mechanical or electrical problems must be reported and logged.
9. The vehicle must not exceed its load limits.
10. The vehicle must be driven within the Highway Code and all national speed limits should be observed.
11. The drink drive limits must be observed (no alcohol to be consumed during working hours anyway)
12. Deeping St James Parish Council has a strict no smoking policy in its vehicles (classed as a workplace by law)
13. All driving licences will be checked annually, any endorsements must be declared
14. Any fines that are received by the Company will be passed on to the driver it relates to for full payment by the driver.